Basic Accounting Sample

Excel
Excel Skills
Skills || Basic
Basic Accounting
Accounting Template
Template
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Excel Skills | Basic Accounting Template
Instructions
www.excel-skills.com
This innovative accounting template enables users to record income & expenses and automatically produces a trial balance,
monthly & annual income statement and a monthly balance sheet. The template is easy to use and can be customized by
editing the default expense accounts and adding an unlimited number of additional accounts. After completing the initial
template set-up, the template can be rolled forward for future financial periods by simply changing a date in a single input
cell.
Note: Refer to our Service Based and Trade Based accounting templates if you require an accounting solution which also
includes an automated bank reconciliation and tax invoice. These templates can also be used to record non-cash
transactions in a general ledger journal format and therefore represent a more advanced accounting solution than this basic
accounting template.
The following sheets are included in this template:
Set-up - the input cells on this sheet enable you to customize the template for your business. The business name is included
as a heading on all the other sheets, the sales tax percentage is used to calculate the sales tax on all income & expense
transactions and the template start date, report start date and year end input cells determine the monthly periods that are
included on the trial balance and financial reports. You can also add additional bank accounts by inserting the appropriate
bank codes on this sheet.
Accounts - this sheet contains the default list of accounts and a trial balance that is automatically compiled from the
transactions that are entered on the Income and Expenses sheets. The default accounts list can be customized by editing
the existing accounts or by creating additional accounts. The periods that need to be included in the Trial Balance can be
selected from the list box in cell G3 and all the trail balance calculations are updated automatically.
Income - all income and other receipts should be recorded on this sheet.
Expenses - all expenses and other payments should be recorded on this sheet.
CashFlowMonthly - the monthly income statement & abbreviated cash flow report on this sheet is automatically compiled
based on the transactions that are recorded on the Income and Expenses sheets. The 12 monthly periods that are included
in the report are determined based on the Report Start Date that is specified on the Set-up sheet.
CashFlowAnnual - the annual income statement & abbreviated cash flow report on this sheet is automatically compiled
based on the transactions that are recorded on the Income and Expenses sheets. The current and comparative financial
periods that are included on the report are determined based on the Report Start Date and Year End that is specified on the
Set-up sheet. Note that the annual section of the report will always be based on the year end period that is specified. The
sheet also includes year-to-date and month-to-date balances.
BalanceSheet - this sheet includes a monthly balance sheet that is automatically compiled based on the transactions that
are recorded on the Income and Expenses sheets. The account groups that are included on the balance sheet are pre-
defined but you can add as many accounts as required under the main account groups by simply creating the appropriate
accounts on the Accounts sheet.
Business Set-up
The first step in customizing the template for your business is to enter your business name in the cell C6 on the Set-up
sheet. The business name is included as the heading on all the other worksheets. The sales tax percentage that is entered in
cell C8 is used to calculate the appropriate sales tax and tax exclusive amounts on the Income and Expenses sheets.
Note: If the sales tax percentage needs to be amended, you first need to copy the existing sales tax amounts that
have been calculated on the Income and Expenses sheets and paste these cells as values before entering a new
sales tax percentage, otherwise all the sales tax amounts on the Income and Expenses sheets will be calculated
based on the new percentage. By copying the amounts that were previously calculated as values, you will ensure
that only transactions that are recorded after the sales tax percentage is amended are calculated based on the new
sales tax percentage.
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Instructions
Another important point to note regarding the accounting treatment of sales tax is that the template includes two default
sales tax codes: tax code "A" relates to all transactions that are subjected to sales tax and tax code "E" relates to all
transactions that are exempt from sales tax. It is therefore important to select the correct tax code when recording
transactions on the Income and Expenses sheets.
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Instructions
The template start date that is entered in cell C12 on the Set-up sheet is very important because it determines the first period
that will be included in the template calculations. The date that is specified in this input cell also determines the effective date
for which opening balance sheet balances should be entered in column C on the Accounts sheet. We recommend that you
specify the first day of the first financial year that you want to include in the template as the template start date.
The template does not make provision for entering the opening balances of income and expense accounts. If you are setting
up the template for an existing business, you therefore need to specify the first day of a financial year as the template start
date and record all transactions for the appropriate financial year on the Income and Expenses sheets. Note that the opening
balance sheet balances at the end of the previous financial year should be entered on the Accounts sheet before recording
the transactions relating to the current financial year.
The report start date that is entered in cell C14 on the Set-up sheet determines the monthly periods that are included on the
monthly income statement & abbreviated cash flow report and the monthly balance sheet. The CashFlowMonthly and
BalanceSheet sheets include 12 monthly periods by default - these periods and the calculations that are automatically
performed on these sheets can therefore be amended by simply changing the report start date in cell C14 on the Set-up
sheet in order to include a new 12 month period in these reports.
The next input cell on the Set-up sheet contains a list box that enables users to select the appropriate year end month. The
calendar month that is selected in this cell determines the month part of the financial period that is included on the annual
income statement & abbreviated cash flow report and therefore the period on which the calculations on this sheet are based.
The year part of the financial period that is included on the CashFlowAnnual sheet is determined by the report start date that
is specified in cell C14 - the financial year that is included in the annual income statement & cash flow report can therefore
be amended by simply changing the report start date.
The bank account codes that are specified in cells A20 to A23 are included in the Bank Code columns on the Income and
Expenses sheets. Each of these codes represents a separate bank or petty cash account. Additional bank codes for
additional bank accounts can be created by simply inserting a new bank code anywhere between the first and last bank
codes, entering a new bank code and entering a description for the new bank account in column B.
The input error codes at the bottom of the sheet are included for information purposes and provide users with a reason for
the error codes that may be encountered when entering transactions on the Income and Expenses sheets. These error
codes are covered in more detail in the Error Codes section of these instructions.
Accounts Set-up
The default accounts that are list on the Accounts sheet can be customized according to your business requirements. All
income statement accounts (Profit & Loss accounts) start with "IS", while all balance sheet accounts start with "BS". You can
create as many accounts as required but it is of utmost importance that all new accounts are created within the main account
group structure.
New accounts can be created on the Accounts sheet by inserting a new row, entering the appropriate account number,
entering an account description and copying the formulas in column E to G from one of the existing rows. We also
recommend inserting the new row in the appropriate location based on the account number sequence - this will negate the
need to sort the account numbers in an ascending order (the list boxes in the Account columns on the Income and Expenses
sheets display the account numbers in the same sequence as included on the Accounts sheet).
All new balance sheet accounts must be created under the existing main account groups. The monthly balance sheet report
is calculated in accordance with the default account groups and cannot be amended but you can create as many balance
sheet accounts as required under the default main account groups. All the transactions that are recorded on the Income and
Expenses sheets can be filtered based on the Account column and you'll therefore be able to review the transactions that are
included in each individual balance sheet account or balance sheet account group.
Page 5 of 37
Instructions
Example: If we require separate fixed asset accounts for office furniture and motor vehicles, we can create account BS-101
for office furniture and BS-102 for motor vehicles. Transactions can then be allocated to these accounts and all accounts
under the "BS-100" main account group will be included in the Property, Plant & Equipment row on the monthly balance
sheet report. The transactions that are allocated to each individual account can be reviewed by using the Filter feature on the
Expenses sheet and simply selecting the appropriate account.
The only exception to the main account group rule is the control accounts that are listed at the bottom of the Accounts sheet.
The balances of these control accounts are calculated based on the transactions that are recorded on the Income and
Expenses sheets and you will therefore not be able to select these accounts when allocating transactions to accounts. We
have therefore provided separate debtor, creditor and cash account groups that can be used if you need to allocate
transactions to these balance sheet account groups.
Income statement accounts are also grouped into main account groups but are not treated the same as balance sheet
account groups. The template has been designed in order to facilitate reviewing overhead expense accounts (the IS-300
account group) as separate line items on the income statement reports. You can therefore edit the account descriptions of
the default expense accounts and create additional expense accounts (if required) under this account group in order to
customize the accounts that are included as separate line items on the income statement reports.
Note: If you create additional expense accounts on the Accounts sheet, you will have to insert a new row for each account
that is created on the CashFlowMonthly and CashFlowAnnual sheets. It is imperative that you remember to insert the
appropriate rows because the balance sheet may not be in balance if you allocate transactions to a new expense account
and you don't insert the account on the income statement. We have added conditional formatting to the Accounts sheet in
order to highlight accounts that are not included on the income statement reports - if an account number is highlighted in
orange, it means that the account has not been included on the CashFlowMonthly sheet and if an account number is
highlighted in purple, it means that the account has not been included on the CashFlowAnnual sheet.
Note: The descriptions of all the main account groups are pre-defined - if you change the descriptions of these accounts on
the Accounts sheet, it will have no effect on the descriptions of the main accounts on the income statement and balance
sheet. Only the descriptions of the default expense accounts (IS-300 series) should therefore be amended.
If you are customizing the template for an existing business, you will need to enter the appropriate balance sheet balances
as at the template start date (specified on the Set-up sheet) in column C on the Accounts sheet. As we mentioned before, the
template only accommodates opening balances for balance sheet accounts. If you therefore want to start using the template
during the financial year, you need to specify the first day of the financial year as the template start date, enter the balance
sheet accounts opening balances as at the template start date on the Accounts sheet and record all the transactions on or
after the first day of the financial year on the Income and Expenses sheets in order to facilitate the calculation of an accurate
income statement for the full financial year.
Example: If the financial year end is February and we want to start using the template in July, we need to specify a template
start date of the 1st of March, enter the balance sheet opening balances as at the 1st of March on the Accounts sheet and
record all the transactions from March to July on the Income and Expenses sheets. This approach will ensure that the annual
totals on the income statement are calculated and displayed correctly on the CashFlowAnnual sheet. If we entered the
balance sheet opening balances at the end of June on the Accounts sheet instead, the cash and other balance sheet
balances will be correct but the annual income and expense accounts will not include the income and expenses for a full
financial year.
Note: The opening balances of all asset accounts should be entered as positive values and the opening balances of
all liability and equity accounts should be entered as negative values. The total of all the opening balances that are
entered on the Accounts sheet needs to be nil, otherwise the balance sheet for all subsequent periods will not be in
balance.
Page 6 of 37
Instructions
You'll also notice that the opening balances for the Bank, Trade Debtors and Trade Creditors control accounts cannot be
edited. This is because the subsequent movement in these opening balances will have an effect on the cash flow during the
first financial period that is included in the template. The opening balances of these control accounts should therefore be
entered on the Income or Expenses worksheets and will automatically be included in the opening balances on the Accounts
sheet. The total of all the opening balances should however still equal nil.
Page 7 of 37
Instructions
The opening balance for each of the bank codes that are included on the Set-up sheet should be entered on the Income
sheet if it is a positive balance and on the Expenses sheet if it is a negative balance (but entered as a positive value on the
Expenses sheet). The month end date of the month that precedes the template start date that is specified on the Set-up
sheet should be entered in the invoice/document date and payment date columns. This approach will ensure that the
opening bank balances are calculated correctly on the Accounts sheet.
Example: If the opening B1 bank balance is 5,000 and the template start date is 1 March, a transaction needs to be recorded
on the Income sheet with an amount of 5,000, document date & payment date of 28 February, tax code of E (no sales tax)
and a bank code of B1. This balance will then be included automatically as the opening B1 bank balance on the Accounts
sheet. If the opening balance is negative 5,000, then a positive amount of 5,000 should be recorded on the Expenses sheet
instead (use the same date principles as we described in the previous example). The opening B1 bank balance of negative
5,000 will then be included on the Accounts sheet.
The opening trade debtors balance should be entered on the Income sheet as a positive amount. You can enter the total in
one row or enter the outstanding invoices individually (we recommend the latter because all outstanding invoices may not be
paid on the same date and the first approach could therefore result in a cash flow discrepancy). The invoice date that is
entered in column B should be before the template start date that is specified on the Set-up sheet and the payment date that
is entered in column I should be the actual payment date (which will obviously be after the template start date because the
invoice is outstanding on the template start date).
Example: If the opening trade debtor balance at 1 March consists of two invoices, enter the actual invoice dates in the
Invoice Date column (the invoices should be dated on or before 28 February). The payment date column can be left blank
until the invoices are paid and the actual date when the payment is received should be entered in the Payment Date column.
The opening trade debtor balance will then automatically be calculated and included on the Accounts sheet.
The opening trade creditors balance should be entered on the Expenses sheet as a positive amount. You can enter the total
in one row or enter the outstanding invoices individually (we recommend the latter because all outstanding invoices may not
be paid on the same date and will probably be paid to different suppliers). The document date that is entered in column A
should be before the Template Start Date that is specified on the Set-up sheet and the payment date that is entered in
column I should be the actual payment date (which will obviously be after the template start date because the supplier
invoice is outstanding on the template start date).
Example: If the opening trade creditor balance at 1 March consists of two invoices, enter the actual invoice dates in the
Document Date column (the invoices should be dated on or before 28 February). The payment date column can be left blank
until the invoices are paid and the actual date when the invoices are paid needs to be entered in the Payment Date column.
The opening trade creditor balance will then automatically be calculated and included on the Accounts sheet (as a negative
amount because trade creditors are liabilities).
You'll notice that the income statement accounts list that are on the Accounts sheet ends with a "ZZZ" account number. This
is not an actual account, but a row that has been added to the bottom of the account range to indicate the end of a named
cell range. This row should not be deleted and all new accounts should be added above this row. All the accounts above this
row are included in a list box in the Account column on the Income and Expenses sheets. By adding all new accounts above
this row, we ensure that all the accounts that are created on the Accounts sheet are included in the Account list boxes.
Note: The accounts that are created on the Accounts sheet are included in the Account list boxes on the Income and
Expenses sheets based on the order in which they are included on the Accounts sheet. We therefore recommend that you
sort the accounts in ascending order after editing account numbers or creating additional accounts so that the list boxes
include the accounts in the correct sequence. The control accounts at the bottom of the sheet should be omitted from the
sorting operation (only sort up to the ZZZ row).
Trial Balance
Page 8 of 37
Instructions
A detailed trial balance per account is included on the Accounts sheet in column E to G. All the account balances that are
included in the trial balance are automatically calculated based on the transactions that are entered on the Income and
Expenses sheets.
Page 9 of 37
Instructions
The opening balances in column E are calculated based on the report start date that is specified on the Set-up sheet and the
closing balances in column G are calculated based on the month that is selected from the list box in cell G3. This list box
includes a twelve month reporting period starting from the report start date (specified on the Set-up sheet). Column F
contains a calculation of the movement per account for the date range that is included in the trail balance.
The monthly periods that are included in the list box in cell G3 are the same as the monthly periods that are included on the
monthly income statement, cash flow and balance sheet reports. You are therefore able to view a trial balance for any of the
monthly periods by simply selecting the appropriate month end date from the list box.
A trail balance for previous periods can also be viewed by simply changing the report start date on the Set-up sheet and then
selecting the appropriate period from the list box in cell G3 on the Accounts sheet. Note that when you change the report
start date, the monthly periods that are included on the income statement, cash flow report and balance sheet are also
amended but that you can switch back to the current accounting period by simply changing the report start date back to the
appropriate date.
Note: When you roll the trial balance forward to include a subsequent 12 month period by entering a new report start date on
the Set-up sheet, the period that was previously selected in cell G3 on the Accounts sheet may be dated before the new
opening balance period. This date discrepancy can be corrected by simply selecting a new period from the list box in cell G3
- you'll also notice that cell G3 will be highlighted in orange to indicate that a date discrepancy exists.
New bank accounts
The template includes 3 default bank accounts (B1 to B3) and a petty cash account (PC). You can add additional bank
accounts by inserting the appropriate number of rows anywhere between the first bank code (B1) and the petty cash code
(PC) on the Set-up sheet, entering a new bank code in column A and entering a description for the bank account in column
B.
After adding the new bank codes to the Set-up sheet, you also need to insert the appropriate number of new rows on the
Accounts sheet anywhere between the first bank account and the petty cash code and copy the formulas in column A to G
from one of the existing rows. This will ensure that the new bank accounts are included in all the trial balance calculations on
the Accounts sheet.
Note: The default bank codes for the three bank accounts can be amended but the petty cash code (PC) must be retained.
We strongly recommend using bank codes that consist of one letter and a number as per the default bank account codes.
Recording Transactions - Income
Note: We have included transaction examples on the Income and Expenses sheets to illustrate the format in which
transactions should be recorded on these worksheets. You therefore need to replace these transactions before recording
your own transactions but be careful: you should only replace the data in the columns with a yellow column heading. The
columns with a light blue column heading contain formulas that should be copied to all the new rows of data that are entered
on these sheets. DO NOT replace or delete any of these formulas, otherwise you will have to download the template again in
order to revert back to the formulas that should be included in these cells!
All income and cash receipts that are received into any of the bank accounts should be recorded on the Income sheet. This
worksheet functions like the receipt side of a cashbook but can also be used to perform an analytical review of income
transactions by using the Filter feature (this feature is enabled by default).
Page 10 of 37
Instructions
All the column headings contain a filter selection arrow - this feature indicates that a Filter has been applied to the worksheet.
This Excel feature is very useful when you need to filter the data on the worksheet based on one of the filter criteria that are
available after clicking the selection arrow. The Filter feature can also be used to sort data based on a single column and
includes a "Custom" filter option which enables you to specify a custom filter that needs to be applied to the data on the
worksheet.
Page 11 of 37
Instructions
Example: If you only want to display the income transactions for a particular month, you can filter the data based on the
Invoice Date or Payment Date column by specifying filter criteria which includes all transaction dates greater than or equal to
the 1st day of the month and less than or equal to the last day of the month. After reviewing the filtered data, simply select
the "All" option in the filtered column in order to remove the filter and to display all the transactions on the worksheet.
As we've mentioned before, some column headings are formatted with a yellow cell background, while other column
headings are formatted with a light blue cell background. The columns with a yellow cell background require user input and
the columns with a light blue cell background contain formulas that should be copied for all new rows of data that are entered
on the sheet. This is a very important template attribute because the accuracy of all the reports is dependent on recording
transactions correctly. After entering the required data in all the yellow columns, please therefore make absolutely sure that
the formulas in the light blue columns have been copied to all the new rows that have been added to the sheet.
You'll notice that there are totals that are included in the cells above all the amount columns (formatted in italic). These cells
contain a Subtotal function that results in all filtered records being included in the total that is calculated. This means that
after filtering data, only the transactions that are displayed on the worksheet are included in the calculation (column total). If
you therefore print the sheet while a filter is in effect, the totals above the column headings will be calculated accurately and
only include the transactions that have been printed.
Note: All the transactions that are recorded on the Income sheet need to be entered in a continuous cell range otherwise
some transactions may not be included in the template calculations. You should therefore not insert any blank rows between
the rows that contain data.
The following section provides detailed guidance on the user input that is required on the Income sheet:
Invoice Number - enter your invoice number or the appropriate transaction reference for cash receipt transactions.
Invoice Date - enter the date of the tax invoice or the bank statement date for cash receipt transactions. We've added data
validation to this column to ensure that only valid dates are entered - you therefore need to ensure that you enter dates in
accordance with the regional date settings that are specified in the System Control Panel.
Customer - enter the name of the customer. If the Auto Complete feature is enabled, you should be able to accept its
suggestion of the customer name after entering only a few characters. Note that it is important to enter customer names
accurately if you want to use the Filter feature to display only the transactions for a specific customer.
Description - enter a transaction description in this column.
Tax Inclusive Amount - enter the transaction amount inclusive of sales tax. Income and receipts should be entered as
positive amounts but if you have an expense or payment type transaction that is of an income or receipt nature, the
transaction can be entered as a negative value. For example, entering a credit note that relates to an invoice that has been
recorded previously. In most instances, expenses should however be recorded on the Expenses sheet.
Tax Code - this column contains a list box that enables you to select one of two tax codes. Select the "A" tax code for all
transactions that are subject to sales tax and the "E" tax code for all exempt and zero rated transactions. If your business is
not registered for sales tax purposes, all transactions should be recorded by using the "E" tax code.
Bank Code - this column contains a list box that includes all the bank codes that have been added to the Set-up sheet.
Select the bank code of the bank account that will be affected by the particular transaction. Note that it is imperative that a
bank code is assigned to each transaction.
Account - the list box in this column contains all the account codes (and descriptions) that have been created on the
Accounts sheet. You therefore need to create the appropriate account on the Accounts sheet before transactions can be
allocated to the account. Note that you should be careful when deleting accounts from the Accounts sheet because this
could cause an imbalance in the template if transactions have been allocated to an account that has subsequently been
deleted.
Payment Date - enter the actual payment date in this column. The date that should be entered in this column should be the
date on which the payment was received from the customer. The payment date should be left blank if payment has not been
received from the customer - the outstanding amount will then be included in trade debtors. Note that the payment date
should always be greater than or equal to the invoice date.
Page 12 of 37
Instructions
Exclusive Amount - the formula in this column basically deducts the sales tax amount from the inclusive amount in order to
calculate an amount excluding sales tax. For accounting purposes, the exclusive amounts are allocated to the income
statement, the sales tax amounts are allocated to the sales tax control account and the inclusive amounts are allocated to
trade debtors or bank (depending on whether the amounts have been paid or not).
Page 13 of 37
Instructions
Tax Amount - this column contains a formula which calculates the sales tax amount based on the tax code that has been
selected in column F. Sales tax will only be calculated if the sales tax code in column F is "A". The calculation is based on the
sales tax percentage that is specified on the Set-up sheet. If this percentage needs to be amended, you first have to copy all
the existing sales tax calculations in this column and paste the data as values. This will ensure that all the sales tax amounts
that are dated before the rate amendment are still calculated based on the previous sales tax percentage. When you then
amend the sales tax percentage, all transactions that are subsequently entered are based on the new percentage.
Inclusive Amount - the formula in this column rounds the tax inclusive amount that is entered in column G to 2 decimals.
The amounts in both of these columns will therefore appear to be exactly the same.
Error Code - this column will contain an error code if there is a problem with the input in any of the previous columns. All the
error codes that are displayed in this column should therefore be corrected in order to ensure that all the template
calculations remain accurate. Refer to the Error Codes section of these instructions for more information about the reasons
for an error code and how to resolve it.
Note: The list box in the Account column contains both the account number and the account description but only the
appropriate account number should be selected when allocating transactions. Excel actually does not allow for the inclusion
of two columns in a list box but we have implemented a work around in order to provide the account description together with
the account number. However, because of the implementation of this feature, you will not be able to enter the account
number into the Account column and all account numbers should therefore be selected from the list box or copied from an
existing, similar transaction.
The transactions that are entered on the Income sheet are automatically updated to the trial balance, income statement,
abbreviated cash flow report and balance sheet. It is therefore imperative that all transactions are entered according to the
guidance that is outlined in this section of the instructions, otherwise it could result in imbalances in the template. We also
recommend that you make absolutely 100% sure that the formulas in the light blue columns are copied to all the rows on this
sheet which contain data because it is one of the most common causes of an imbalance in the template.
Recording Transactions - Expenses
All expenses and other payments that are processed through any bank account should be recorded on the Expenses sheet.
This worksheet functions like the payment side of a cashbook, but can also be used to perform an analytical review of
expense transactions by using the Filter feature.
All the column headings contain a filter selection arrow - this feature indicates that a Filter has been applied to the worksheet.
This Excel feature is useful when you need to filter the data on a worksheet based on one of the filter criteria which are
available after clicking the selection arrow. The Filter feature can also be used to sort data based on a single column and
includes a "Custom" filter option that enables you to specify a custom filter that needs to be applied to the data on a
worksheet.
Example: If you only want to display the expense transactions for a particular month, you can filter the data based on the
Document Date or Payment Date column by specifying filter criteria which includes all transaction dates greater than or equal
to the 1st day of the month and less than or equal to the last day of the month. After reviewing the filtered data, simply select
the "All" option in the filtered column in order to remove the filter and to display all the transactions on the worksheet.
As we've mentioned before, some column headings are formatted with a yellow cell background, while other column
headings are formatted with a light blue cell background. The columns with a yellow cell background require user input and
the columns with a light blue cell background contain formulas that should be copied for all new rows of data that are entered
on the sheet. This is very important template attribute because the accuracy of all the reports is dependent on recording
transactions correctly. After entering the required data in all the yellow columns, please therefore make absolutely sure that
the formulas in the light blue columns have been copied to all the new rows that have been added to the sheet.
Page 14 of 37
Instructions
You'll notice that there are totals that are included in the cells above all the amount columns (formatted in italic). These cells
contain a Subtotal function which results in all filtered records being included in the total that is calculated. This means that
after filtering data, only the transactions that are displayed on the worksheet are included in the calculation (column total). If
you therefore print the sheet while a filter is in effect, the totals above the column headings will be calculated accurately and
only include the transactions that have been printed.
Note: All the transactions that are recorded on the Expenses sheet need to be entered in a continuous cell range otherwise
some transactions may not be included in the template calculations. You should therefore not insert any blank rows between
the rows that contain data.
The following section provides detailed guidance on the user input that is required on the Expenses sheet:
Document Date - enter the date of the supplier invoice or the bank statement date for cash payment transactions. We've
added data validation to this column to ensure that only valid dates are entered - you therefore need to ensure that you enter
dates in accordance with the regional date settings that are specified in the System Control Panel.
Supplier - enter the name of the supplier. If the Auto Complete feature is enabled, you should be able to accept its
suggestion of the supplier name after entering only a few characters. Note that it is important to enter supplier names
accurately if you want to use the Filter feature to display only the transactions for a particular supplier.
Reference - enter a reference for the transaction in this column. For example, this could be the supplier invoice number or a
more general reference like "Debit Order" or "Bank Statement".
Description - enter a transaction description in this column.
Tax Inclusive Amount - enter the transaction amount inclusive of sales tax. Expenses and payments should be entered as
positive amounts but if you have an income or receipt type transaction that is of an expense or payment nature, the
transaction amount can be entered as a negative value. For example, entering a credit that has been received from a
supplier and relates to a supplier invoice that has been recorded previously. In most instances, income should however be
recorded on the Income sheet.
Tax Code - this column contains a list box that enables you to select one of two tax codes. Select the "A" tax code for all
transactions that are subject to sales tax and the "E" tax code for all exempt and zero rated transactions. If your business is
not registered for sales tax purposes, all transactions should be recorded by using the "E" tax code.
Bank Code - this column contains a list box that includes all the bank codes that have been added to the Set-up sheet.
Select the bank code of the bank account that will be affected by the particular transaction. Note that it is imperative that a
bank code is assigned to each transaction.
Account - the list box in this column contains all the account codes (and descriptions) that have been created on the
Accounts sheet. You therefore need to create the appropriate account on the Accounts sheet before transactions can be
allocated to the account. Note that you should be careful when deleting accounts from the Accounts sheet because this
could cause an imbalance in the template if transactions have been allocated to an account that has subsequently been
deleted.
Payment Date - enter the actual payment date in this column. The date that should be entered in this column should be the
date on which the payment is made to the supplier. The payment date should be left blank if payment has not been made to
the supplier - the outstanding amount will then be included in Trade Creditors. Note that the payment date should always be
greater than or equal to the document date.
Exclusive Amount - the formula in this column basically deducts the sales tax amount from the inclusive amount in order to
calculate an amount excluding sales tax. For accounting purposes, the exclusive amounts are allocated to the income
statement, the sales tax amounts are allocated to the sales tax control account and the inclusive amounts are allocated to
trade creditors or bank (depending on whether the amounts have been paid or not).
Tax Amount - this column contains a formula which calculates the sales tax amount based on the tax code that has been
selected in column F. Sales tax is only calculated if the sales tax code in column F is "A". The calculation is based on the
sales tax percentage that is specified on the Set-up sheet. If this percentage needs to be amended, you first have to copy all
the existing sales tax calculations in this column and paste the data as values. This will ensure that all the sales tax amounts
that are dated before the rate amendment are still calculated based on the previous sales tax percentage. When you then
amend the sales tax percentage, all transactions that are subsequently entered are based on the new percentage.
Inclusive Amount - the formula in this column rounds the tax inclusive amount that is entered in column E to 2 decimals.
The amounts in both of these columns will therefore appear to be exactly the same.
Page 15 of 37
Instructions
Error Code - this column will contain an error code if there is a problem with the input in any of the previous columns. All the
error codes that are displayed in this column should therefore be corrected in order to ensure that all the template
calculations remain accurate. Refer to the Error Codes section of these instructions for more information about the reasons
for an error code and how to resolve it.
Page 16 of 37
Instructions
The transactions that are entered on the Expenses sheet are automatically updated to the trial balance, income statement,
abbreviated cash flow report and balance sheet. It is therefore imperative that all transactions are entered according to the
guidance that is outlined in this section of the instructions, otherwise it could result in imbalances in the template. We also
recommend that you make absolutely 100% sure that the formulas in the light blue columns are copied to all the rows that
contain data because it is one of the most common causes of an imbalance in the template.
Recording Transactions - Transfers between Bank Accounts
When funds are transferred between two bank accounts, both the deposit and withdrawal entries need to be recorded. We
recommend recording both entries on the Expenses sheet. The deposit entry should be recorded by selecting the bank
account into which the funds are transferred and entering the transfer amount as a negative value (use a tax code of "E").
The withdrawal entry should be recorded by selecting the bank account from which the funds are transferred and entering a
positive amount (also use a tax code of "E").
All transfers between bank accounts should be allocated to the Cash Transfer Control account (BS-399). By using this
default account for all bank transfers, you can therefore easily determine when only one of the entries (deposit or withdrawal)
has been recorded.
Note: You can check whether the balance of the Cash Transfer Control account is nil by selecting the appropriate month end
from the list box in cell G3 on the Accounts sheet and checking whether the balance for account BS-399 is nil. If the balance
is not nil, the transactions for the appropriate period should be reviewed in order to determine why the allocations to the
Cash Transfer Control account do not result in a nil balance.
Note: Petty cash transactions should be treated in the same way as transactions that are processed through a bank account.
This means that petty cash reimbursements should also be treated as transfers between bank accounts and allocated to the
Cash Transfer Control account. Both the withdrawal out of the appropriate bank account and the "deposit" of cash into the
petty cash account should therefore be recorded.
Error Codes
The following error codes may result from inaccurate input on the Income and Expenses sheets and will be displayed in the
Error Code columns. The heading of the affected input column will be highlighted in orange:
E1 - this error code means that the payment date that has been entered in column I on the Income or Expenses sheet is
before the invoice or document date. These errors can be rectified by either amending the appropriate invoice or document
date or amending the appropriate payment date.
E2 - this error code means that the account number that has been selected in column H on the Income or Expenses sheet
is invalid. All the accounts that have been entered on the Accounts sheet will be included in the list boxes in column H and
the error can therefore be rectified by simply selecting a valid account number from the list box. New accounts must be
created on the Accounts sheet before being available for selection.
E3 - this error code means that the bank account code that has been selected in column G is invalid. All the bank account
codes that have been created on the Set-up sheet will be included in the list boxes in column G and the error can therefore
be rectified by simply selecting a valid bank account code from the list box. New bank account codes must be created on the
Set-up sheet before being available for selection.
Note: Input errors may result in inaccurate template calculations and it is therefore imperative that all errors are resolved
before reviewing the income statement, cash flow report and balance sheet. These errors may in fact also cause the balance
sheet not to balance.
Monthly Income Statement & Cash Flow Report
Page 17 of 37
Instructions
The CashFlowMonthly sheet includes a detailed monthly income statement and an abbreviated monthly cash flow report.
The income statement is automatically calculated based on the exclusive amounts that are recorded on the Income and
Expenses sheets and allocated to the appropriate income statement accounts. The only user input that is required is
including additional expense accounts on the report if additional accounts have been created.
Page 18 of 37
Instructions
The report is extended beyond the Net Profit line to also include a monthly cash flow analysis which is also based on the
transactions on the same sheets and incorporates the payment period that is specified for each transaction. The balance
sheet account movements are calculated from the monthly balance sheet.
The CashFlowMonthly sheet includes 12 monthly periods that are determined based on the report start date that is entered
on the Set-up sheet. You can therefore change the 12 month period that is included on the income statement by simply
entering a new report start date on the Set-up sheet. Note that this will also change the periods that are included on the
monthly balance sheet because the income statement and balance sheet reports are compiled based on the same date
range.
The monthly income statement has been designed in a pre-defined format but does provide for some user customization.
The expense accounts that are included in the "IS-300" account range are displayed individually on the report to facilitate
performing a monthly analytical review of these expense account line items. By default, 19 individual expense accounts are
included in this account range but additional accounts up to a maximum of 100 expense accounts can be added if required.
All additional expense accounts should be created on the Accounts sheet before manually inserting the appropriate number
of rows in the Expenses section of the income statement. We recommend that you insert individual rows by positioning the
cursor below the row where the account needs to be inserted (based on the existing account number sequence) and then
using the Insert Rows Excel feature to insert an empty row.
After inserting a new row, enter the account number in column A and simply copy all the formulas in the other columns from
one of the existing expense account rows. If you have not inserted the accounts based on the existing account number
sequence, you can select all the cells in the Expense account section (excluding the Total row) and sort the cells based on
the account numbers in column A.
Note: It is absolutely essential that all expense accounts that are created on the Accounts sheet are included in the
monthly income statement, otherwise the expense entries that relate to some transactions may not be included in
the report, the calculated cash balance at the end of the month may therefore be inaccurate and the balance sheet
may reflect an imbalance. If you are in any doubt as to whether all expense accounts have been included in the
monthly income statement, refer to the Accounts sheet - we have implemented conditional formatting in the account
number column which highlights the accounts that are not included on the monthly income statement in orange and
the accounts that are not included in the annual income statement in purple.
All the other lines on the monthly income statement and cash flow report are calculated based on pre-defined line items
(account groups) and can therefore not be customized. You will not be able to insert additional rows on the report in order to
display more detailed information. If you need to analyse individual account balances, we recommend applying the Filter
feature to the Income and Expenses sheets.
Note: The cash balance at the end of each monthly period as calculated in the last row on the CashFlowMonthly sheet
should equal the sum of all the bank account balances (excluding the petty cash account) if all transactions have been
recorded correctly. The cash movement in the petty cash balance is included under the "Changes in Working Capital" section
on the abbreviated cash flow report.
Annual Income Statement & Cash Flow Report
The annual income statement and cash flow report on the CashFlowAnnual sheet provides a summary of the income
statement and cash flow report on an annual, year-to-date and monthly basis based on the year end that is specified on the
Set-up sheet. The report also includes an income statement and cash flow report for the previous (comparative) year. The
current and comparative year portion of the year end dates are determined based on the report start date that is also
specified on the Set-up sheet.
Page 19 of 37
Instructions
Example: If the report start date is specified as 2011/03/01 and a year end month of February is selected, the current
financial year that will be included on the annual income statement will be Feb-2012 and the comparative financial year will
be Feb-2011. If a year end month of June is however selected and the report start date is the same, the current financial year
will be Jun-2011 and the comparative financial year will be Jun-2010. The financial periods that are included on the annual
income statement are therefore always determined based on the financial year that the report start date falls into.
Note: As discussed under the Monthly Income Statement section of the instructions, the Expenses section of the
report can be customized to include additional accounts. All additional accounts should also be manually inserted
on the annual income statement by inserting a new row for each individual account, entering the appropriate
account number in column A and copying the formulas in the other columns from one of the existing rows in the
Expenses section (for the Annual, Year-to-Date and Monthly columns of the report).
The periods that are included in the Year-to-Date and Monthly columns are determined based on the calendar month that is
selected from the list box in cell H1. The appropriate financial years that the selected calendar month falls into are
determined based on the report start date that is specified on the Set-up sheet.
Example: If the Report Start Date is specified as 2011/06/01, the year end is specified as June (on the Set-up sheet) and the
June calendar month is selected from the list box in cell H1, the Year-to-Date and Monthly balances will be calculated for the
Jun-2011 financial period. If the report start date and the year end is the same and the July calendar month is selected from
the list box in cell H1, the Year-to-Date and Monthly balances will be calculated for the July-2010 financial period. This is
because this month falls into the financial year that ends in June 2011 and the report start date falls into the 2011 financial
year.
All the calculations on the annual income statement and cash flow report are automated and calculated based on the periods
that are defined on the Set-up sheet and selected from the list box in cell H1 (for year-to-date and monthly columns). This
functionality enables users to easily view a report for any monthly period of the financial year that the report start date falls
into.
This approach is slightly different from the monthly income statement and cash flow report. The monthly income statement
always includes a 12 month period that starts from the report start date and includes 11 other subsequent periods, while the
annual income statement will always be based on the financial year that the report start date falls into. The monthly periods
on these two reports may therefore not always be exactly the same - you can however base both reports on the same
monthly periods by specifying the first day of the financial year as the report start date on the Set-up sheet.
Balance Sheet
The entire monthly balance sheet is automatically calculated from the transactions that are recorded on the Income and
Expenses sheets and the account groups that are included on the balance sheet are determined by the default account
structure. You will therefore not be able to change the layout of the balance sheet.
We have also included two rows below the balance sheet that include control totals which indicate whether the accounting
template is in balance. The first row indicates whether the total assets and total equity & liabilities balance and the second
row indicates whether the total of all the bank balances on the balance sheet agrees to the appropriate closing cash balance
on the monthly cash flow report.
Both control totals should always display an "ok" text string but if there is a problem with the control total that is
calculated, an "error" message that is highlighted in orange will be displayed. This error message means that there
is an imbalance in the template. The following steps need to be completed in order to resolve this error:
Open the Accounts sheet and ensure that the template opening balances (column C) add up to a total of nil. If your
opening balances don't balance, the balance sheet will also not balance.
Page 20 of 37
Instructions
Open the Accounts sheet and ensure that there are no expense accounts (the IS-300 account group) that are highlighted
in orange or purple. If an account is highlighted in orange or purple, it means that the account has not been inserted on the
monthly or annual income statement. Insert the account on the appropriate sheet in order to correct the error.
Review the monthly income statement and ensure that there are no expense accounts that have been duplicated. If a
duplicate account number is found, simply delete the appropriate row.
Page 21 of 37
Instructions
Review the Income and Expenses sheets and ensure that there are no error codes in the Error Code columns. The Error
Code columns on both sheets should contain no error codes - if an error code is displayed in any transaction row, refer to the
Error Codes section of these instructions for guidance on the reason why an error code is displayed and the corrective action
that needs to be taken.
Review the Income and Expenses sheets and ensure that all the formulas in the columns with a light blue column heading
have been copied to all the rows that contain data. We also recommend that you copy the formulas in the first data row to all
the other rows that contain data to ensure that all the formulas are copied correctly.
Review the Income and Expenses sheets and ensure that a bank code has been allocated to all transactions. If there are
any blank cells in the Bank Code column, select the appropriate bank code from the list box.
Review the invoice date and document date columns on the Income and Expenses sheets and ensure that all dates have
been entered in accordance with the regional date settings that are specified in the System Control Panel.
If you've completed all these steps and still cannot resolve the imbalance on the monthly balance sheet, contact our
Support function for assistance. We'll require your version of the template to be e-mailed to us and we'll assist you
in correcting the imbalance and provide you with an explanation as to why the imbalance occurred.
Note: All the bank accounts that are created on the Set-up sheet (excluding the petty cash account) are consolidated into
one line on the balance sheet. The Bank balance therefore represents the total of all the bank accounts and should agree to
the closing cash flow balances on both the MonthlyCashFlow and AnnualCashFlow sheets. If you want to view the individual
bank account balances, you can do so on the Accounts sheet.
Template Settings
The functionality that has been included in this accounting template uses data validation, conditional formatting and named
cell ranges in order to validate all user input and to produce the reports that form part of this template. Most of the formulas
that are used in this template are based on named cell ranges that include the first 1,000 rows on the Income and Expenses
sheets. When the number of transactions that you've recorded on the Income and Expenses sheets reaches this limit, you
will therefore have to extend the default number of rows in order to include all your transactions in the template calculations.
The named cell ranges can be extended by accessing the main Insert menu, selecting Name, and selecting Define in order
to open the Define Name dialog box. The calculations that include the transactions on the Income and Expenses sheets are
all based on the "Records" named range. This named cell range includes a default value of 1,000 - you can therefore extend
the number of transactions that are included in the template calculations by simply entering a new value for this named range
and clicking the OK button.
The data validation features that are used to validate user input on the Income and Expenses sheets have been
implemented in the first 1,000 rows on these sheets. Before you reach this limit, you can simply copy one of the blank rows
before row 1,000 and paste the cells in this row into the required number of additional rows. This will result in all the data
validation features being copied to the target cell range.
Roll Forward for Subsequent Financial Periods
After specifying an initial template start date and entering the required opening balances, the template does not need to be
rolled forward for subsequent reporting periods. The reporting periods can be adjusted by simply entering a new date into the
report start date input cell on the Set-up sheet as we've explained earlier on in these instructions. No other roll forward steps
need to be completed.
Help & Customization
Page 22 of 37
Instructions
If you experience any difficulty while using this template and you are not able to find the appropriate guidance in these
instructions, please e-mail us at support@excel-skills.com for assistance. This template has been designed with flexibility in
mind to ensure that it can be used in most business environments. If however you need an Excel based template that is
customized specifically for your business requirements, please e-mail our Support function and provide a brief explanation of
your requirements.
Page 23 of 37
Instructions
Copyright
This template remains the intellectual property of www.excel-skills.com and is protected by international copyright laws. Any
publication or distribution of this template outside the scope of the permitted use of the template is expressly prohibited. In
terms of the permitted use of this template, only the distribution of the template to persons within the same organisation as
the registered user or persons outside the organisation who can reasonably be expected to require access to the template as
a direct result of the use of the template by the registered user is allowed. Subsequent distribution of the template by parties
outside of the organisation is however expressly prohibited and represents an infringement of international copyright laws.
Page 24 of 37
Example (Pty) Ltd
Set-up
Business Details
Business Name Example (Pty) Ltd
Sales Tax Percentage 14.0%

On
On this
this sheet:
sheet:
Report Set-up Customize
Customize thethe template
template forfor your
your business
business by by entering
entering your
your business
business namename and
and the
the
appropriate
appropriate sales
sales tax
tax percentage.
percentage. ThisThis percentage
percentage is is applied
applied to
to the
the transactions
transactions that
that
are entered on the Income and Expenses sheets in order
are entered on the Income and Expenses sheets in order to calculate the to calculate the
Template Start Date 3/1/2015
appropriate
appropriate sales tax amounts. The report start date determines the periods that are
sales tax amounts. The report start date determines the periods that are
included
included on
on all
all the
the monthly
monthly reports,
reports, the
the template
template start
start date
date determines
determines thethe first
first
Report Start Date 3/1/2015 financial
financial period
period that
that forms
forms part
part of
of the
the template
template and
and you
you can
can select
select any
any year
year end
end
month
month from
from the
the list
list box
box inin the
the year
year end
end input
input cell.
cell. The
The template
template includes
includes 33 default
default
Year End February bank
bank accounts
accounts andand aa petty
petty cash
cash account
account and and you
you can
can also
also add
add additional
additional bank
bank
accounts
accounts on on this
this sheet.
sheet.
Bank Accounts
Code Description
B1 B1 Bank Account
B2 B2 Bank Account
B3 B3 Bank Account
PC Petty Cash
Input Error Codes

Code Reason
E1 Payment date is before the invoice / document date
E2 Account number is invalid
E3 Bank code is invalid
January
February
March
April
May
June
July
August
September
October
November
December
Page 25 of 37
Example (Pty) Ltd
Account Set-up 2/28/2015 2/28/2015
28 Feb 2015 28 Feb 2015 29 Feb 2016
Template: Opening Trial Balance: Account Trial Balance:
Account Number Description
Balance Opening Balances Movement Closing Balances
BS-100 Fixed Assets 9,445.00 9,445.00 11,403.51 20,848.51
BS-150 Accumulated Depreciation - - ### -
BS-200 Investments 6,000.00 6,000.00 3,750.00 9,750.00
BS-300 Cash - Other - - ### -
BS-399 Cash Transfer Control - - ### -
BS-400 Debtors - Other - - ### -
BS-500 Creditors - Other - - ### -
BS-600 Sales Tax Control (1,160.00) (1,160.00) (615.65) (1,775.65)
BS-700 Long Term Liabilities (15,200.00) (15,200.00) (2,360.00) (17,560.00)
BS-800 Share Capital (100.00) (100.00) - (100.00)
BS-900 Reserves - - ### -
IS-100 Income from Services - (349,382.46) (349,382.46)
IS-200 Other Income - (20,192.98) (20,192.98)
IS-305 Accounting Fees - 10,526.28 10,526.28
IS-310 Advertising & Marketing - On
On this
this sheet:
sheet: ### -
IS-315 Bank Charges
The
The opening
opening balance
balance sheet
sheet balances
balances as
as at the template
- at the template
start date should
1,184.24start date should
be
be entered
1,184.24 entered onon this
this
sheet.
sheet. Note
Note that
that the
the Bank,
Bank, Trade
Trade Debtors
Debtors and
and Trade
Trade Creditors
Creditors opening
opening balances
balances are
are calculate
calculat
IS-320 Commission - 6,532.45 6,532.45
and
and therefore
therefore need
need to
to be
be included
included on
on the
the Income
Income and
and Expenses
Expenses sheets.
sheets. The
The default
default list
list of
of
IS-325 Computer Expenses accounts - 965.79 965.79 descriptions o
accounts can
can bebe customized
customized by by adding
adding new
new accounts
accounts to to the
the list,
list, changing
changing the the descriptions
IS-330 Consumables & Cleaning existing - ### -
existing accounts
accounts andand deleting
deleting accounts.
accounts. A A detailed
detailed trial
trial balance
balance is is also
also included
included onon this
this she
she
IS-335 Entertainment and
and can
can be
be compiled
compiled forfor any
any month
month end
end- period
period byby changing
### the
changing the report
report start
start- date
date on
on the
the Set-u
Set-u
IS-340 Insurance sheet
sheet and
and selecting
selecting aa month
- end
month end period from
from the
3,579.00
period the list
list box in
in cell
cell G3.
box3,579.00 G3.
IS-345 Office Expenses - 1,004.40 1,004.40
IS-350 Office Rent - 67,368.48 67,368.48
IS-355 Postage - ### -
IS-360 Professional & Legal Fees - 10,964.91 10,964.91
IS-365 Salaries & Wages - 233,000.00 233,000.00
IS-370 Stationery - 2,513.15 2,513.15
IS-375 Subscriptions & Memberships - 2,278.95 2,278.95
IS-380 Telephone & Internet - 1,884.24 1,884.24
IS-385 Training - 777.83 777.83
IS-390 Travelling & Accommodation - 5,008.77 5,008.77
IS-395 Utilities - 4,929.82 4,929.82
IS-400 Depreciation - ### -
IS-500 Interest Paid - 1,200.00 1,200.00
IS-600 Taxation - 6,300.00 6,300.00
IS-700 Other Expenses - ### -
ZZZ Add accounts above this row
Control Accounts
BS-BANKB1 B1 Bank Account 3,400.00 3,400.00 13,166.27 16,566.27
BS-BANKB2 B2 Bank Account 900.00 900.00 1,580.00 2,480.00
BS-BANKB3 B3 Bank Account 100.00 100.00 - 100.00
BS-PCASHPC Petty Cash 200.00 200.00 1.00 201.00
BS-DEBTORS Trade Debtors 23,000.00 23,000.00 (11,000.00) 12,000.00
BS-CREDITORS Trade Creditors (5,100.00) (5,100.00) (6,368.00) (11,468.00)
BS-RETAINED Retained Earnings (21,485.00) (21,485.00) - (21,485.00)
- - ### -
Page 26 of 37
Example (Pty) Ltd
Income & Other Receipts
451,620.00 399,350.87 52,269.13 451,620.00
Invoice Tax Inclusive Bank Exclusive Inclusive Error
Number Invoice Date Customer Description Amount Tax Code Code Account Payment Date Amount Tax Amount Amount Code
INV0051 1/23/2015 DF Manufacturing Consulting Services 8,000.00 A B1 IS-100 3/1/2015 7,017.54 982.46 8,000.00
INV0052 2/18/2015 CC Supplies Consulting Services 15,000.00 A B1 IS-100 3/10/2015 13,157.89 1,842.11 15,000.00
O/B 2/28/2015 Opening Balance Opening Bank Balance 3,400.00 E B1 BS-300 2/28/2015 3,400.00 - 3,400.00
O/B 2/28/2015 Opening Balance Opening Bank Balance 900.00 E B2 BS-300 2/28/2015 900.00 - 900.00
O/B 2/28/2015 Opening Balance Opening Bank Balance 100.00 E B3 BS-300 2/28/2015 100.00 - 100.00
O/B 2/28/2015 Opening Balance Opening Bank Balance 200.00 E PC BS-300 2/28/2015 200.00 - 200.00
INV0053 3/14/2015 IT Solutions Consulting Services 11,200.00 E B1 IS-100 4/13/2015 11,200.00 - 11,200.00
INV0054 3/19/2015 IQ Bonds Consulting Services 10,200.00 A B1 IS-100 4/10/2015 8,947.37 1,252.63 10,200.00
On this sheet:
INV0055 4/9/2015 WC Financial Advisors Consulting Services On this sheet: 17,000.00 A B1 IS-100 5/9/2015 14,912.28 2,087.72 17,000.00
Record
Record all
all sales
sales transactions
transactions and
and cash
cash receipts
receipts in
in the
the columns
columns with
with aa yellow
yellow column
column heading
heading on
on this
this sheet.
sheet. The
The columns
columns withwith aa
Receipt23 4/10/2015
light blue LTZ Tradingcontain formulasCommission
column heading that should be copied for all new 4,300.00 A
transactions B1are entered.
that IS-200
Sales tax4/10/2015
is calculated 3,771.93 528.07 4,300.00
light blue column heading contain formulas that should be copied for all new transactions that are entered. Sales tax is calculated
INV0056 based
based4/22/2015
on
on the DF Manufacturing
the sales
sales tax
tax code
code that
that is Consulting
is selected
selected in Services
in column
column FF and
and the sales 17,420.00
the sales tax
tax percentage
percentageA that B1
that is
is specified
specifiedIS-100
on
on the
the Set-up
Set-up5/9/2015
sheet. All 15,280.70
sheet. All 2,139.30 17,420.00
INV0057 income
income transactions
5/5/2015 are
are included
included in
GP Accountants
transactions in Trade Debtors
TradeAccounting and
and Income
DebtorsServices Income basedbased on the
the invoice
on3,000.00 invoiceA date
date that
B1 is
that is entered in
in column
IS-100
entered B.
B. When
When the
column5/10/2015 the 2,631.58 368.42 3,000.00
INV0058 invoice
invoice amount
amount
5/7/2015 is
is paid
Energypaid by
by the
the customer,
Incorporated customer, simply
simply
Taxation enter
enter the
Services the payment
payment date
date in
in the
the Payment
8,230.00 Payment
A Date
B1 column
Date and
and the
columnIS-100 the transaction
6/6/2015 is
transaction is 7,219.30 1,010.70 8,230.00
INV0059 automatically
5/10/2015 removed
automatically Energy from
removed from Trade
Trade Debtors
Incorporated and
and included
DebtorsConsulting
included
Services in
in the
the bank
bank balance.
balance.
22,800.00All
All outstanding
outstanding
A invoices
B1invoices can
can therefore
IS-100 be
be identified
therefore6/9/2015
identified 20,000.00 2,800.00 22,800.00
INV0060 5/31/2015 CC Supplies by
by aa blank
blank
Consulting cell
cell in
Services in the
the Payment Date
Date column.
Payment19,050.00 column.
A B1 IS-100 6/30/2015 16,710.53 2,339.47 19,050.00
CN00017 6/26/2015 TRF Solutions Discount (4,200.00) A B1 IS-100 7/18/2015 (3,684.21) (515.79) (4,200.00)
INV0061 6/26/2015 DF Manufacturing Consulting Services 34,000.00 A B1 IS-100 7/26/2015 29,824.56 4,175.44 34,000.00
INV0062 6/29/2015 WC Financial Advisors Consulting Services 12,540.00 A B1 IS-100 7/16/2015 11,000.00 1,540.00 12,540.00
INV0063 7/11/2015 PTY Consultants Consulting Services 18,000.00 A B1 IS-100 7/16/2015 15,789.47 2,210.53 18,000.00
INV0064 7/22/2015 WW Retail Consulting Services 15,200.00 A B1 IS-100 8/21/2015 13,333.33 1,866.67 15,200.00
INV0065 8/13/2015 EC Estate Agents Consulting Services 14,000.00 A B1 IS-100 9/12/2015 12,280.70 1,719.30 14,000.00
INV0066 8/17/2015 The Paint Shop Consulting Services 12,970.00 A B1 IS-100 9/16/2015 11,377.19 1,592.81 12,970.00
CN00018 9/5/2015 IT Solutions Discount (3,100.00) E B1 IS-100 9/27/2015 (3,100.00) - (3,100.00)
INV0067 9/12/2015 Energy Incorporated Consulting Services 28,000.00 A B1 IS-100 9/30/2015 24,561.40 3,438.60 28,000.00
INV0068 9/17/2015 TRF Solutions Consulting Services 13,200.00 A B1 IS-100 10/4/2015 11,578.95 1,621.05 13,200.00
INV0069 10/8/2015 EC Estate Agents Taxation Services 2,230.00 A B1 IS-100 10/13/2015 1,956.14 273.86 2,230.00
INV0070 10/8/2015 GP Accountants Consulting Services 28,800.00 A B1 IS-100 10/13/2015 25,263.16 3,536.84 28,800.00
INV0071 10/31/2015 The Paint Shop Consulting Services 25,500.00 A B1 IS-100 11/30/2015 22,368.42 3,131.58 25,500.00
INV0072 11/3/2015 PTY Consultants Consulting Services 3,120.00 A B1 IS-100 12/3/2015 2,736.84 383.16 3,120.00
INV0073 11/29/2015 CC Supplies Consulting Services 13,200.00 A B1 IS-100 12/21/2015 11,578.95 1,621.05 13,200.00
INV0074 11/29/2015 XX Building Supplies Consulting Services 15,400.00 A B1 IS-100 12/29/2015 13,508.77 1,891.23 15,400.00
Receipt24 12/10/2015 LTZ Trading Commission 18,720.00 A B1 IS-200 12/10/2015 16,421.05 2,298.95 18,720.00
INV0075 12/25/2015 IT Solutions Consulting Services 8,300.00 E B1 IS-100 1/11/2016 8,300.00 - 8,300.00
Receipt25 12/25/2015 ABC Bank Loan Deposit 3,000.00 E B1 BS-700 12/30/2015 3,000.00 - 3,000.00
INV0076 1/19/2016 PTY Consultants Accounting Services 14,440.00 A B1 IS-100 1/31/2016 12,666.67 1,773.33 14,440.00
INV0077 1/20/2016 GP Accountants Taxation Services 3,400.00 A B1 IS-100 2/28/2016 2,982.46 417.54 3,400.00
Receipt26 2/5/2016 ABC Bank Loan Deposit 2,000.00 E B1 BS-700 2/5/2016 2,000.00 - 2,000.00
INV0078 2/15/2016 WC Financial Advisors Consulting Services 20,100.00 A B1 IS-100 2/28/2016 17,631.58 2,468.42 20,100.00
INV0079 2/28/2016 XX Building Supplies Consulting Services 12,000.00 A B1 IS-100 10,526.32 1,473.68 12,000.00
Page 27 of 37
Example (Pty) Ltd
Expenses & Other Payments
431,740.73 412,785.50 18,955.23 431,740.73
Document Tax Inclusive Bank Exclusive Inclusive Error
Date Supplier Reference Description Amount Tax Code Code Account Payment Date Amount Tax Amount Amount Code
2/14/2015 XY Solutions S77782 Opening Balance 5,100.00 A B1 BS-500 3/2/2015 4,473.68 626.32 5,100.00
3/1/2015 IS Communications Invoice EXP22 Internet Service Provider 179.00 A B1 IS-380 3/31/2015 157.02 21.98 179.00
3/2/2015 Newscorp I381119 Subscriptions 478.00 A B1 IS-375 4/1/2015 419.30 58.70 478.00
3/5/2015 EAG Brokers Debit Order Insurance 340.00 A B1 IS-340 3/5/2015 298.25 41.75 340.00
3/15/2015 Capital Bank Bank Statement Service Fees 50.00 A B1 IS-315 3/15/2015 43.86 6.14 50.00
3/15/2015 IAS Accountants Invoice Bookkeeping 1,000.00 A B1 IS-305 4/2/2015 877.19 122.81 1,000.00
3/15/2015 Interflora Cash Flowers 90.00 A PC IS-345 3/15/2015 78.95 11.05 90.00
3/18/2015 QQ International TR6998 Parking On
On this
this sheet:
sheet: 200.00 A B1 IS-390 3/18/2015 175.44 24.56 200.00
Record
Record all expense
allLtd
expense transactions
transactionsInterand
and cash payments
payments in
cash Transfer in the
the columns
columns with
with a(15,000.00)
a yellow
yellow column
column heading
heading on this sheet.
sheet. The
3/20/2015 Example (Pty) Transfer Account E B2 on thisBS-399 The
3/20/2015 (15,000.00) - (15,000.00)
columns
columns with with aaTransfer
light
light blue
blue column
column heading
heading contain
contain formulas
formulas thatthat should
should bebe copied
copied for
forEall
all new transactions
new B1transactions that
that are
are
3/20/2015 Example (Pty) Ltd Inter Account Transfer 15,000.00 BS-399 3/20/2015 15,000.00 - 15,000.00
entered. Sales tax is calculated based on the sales tax code that is selected in column F and
entered. Sales tax is calculated based on the sales tax code that is selected in column F and the sales tax percentage the sales tax percentage
3/26/2015 Example (Pty) Ltd Payroll Salaries 13,000.00 E B2 IS-365
that
that is
is specified
specified on on the
the Set-up
Set-up sheet.
sheet. AllAll expense
expense transactions
transactions are are included
included inin Trade
Trade Creditors
Creditors and
and Expenses
Expenses basedbased3/26/2015
on
on 13,000.00 - 13,000.00
3/26/2015 HP
theFinance
the document
document date Debit
date thatOrder
that is enteredCapital
is entered in repayment
in column
column A.
A. When
When an an expense
expense is is paid,
paid, simply
simply220.00
enter E payment
enter the
the B1 date
payment BS-700
date in
in the 3/26/2015
the Payment
Payment 220.00 - 220.00
3/26/2015 Date
Date column
column and
HP Finance and the
Debit
the transaction
Order
transaction is automatically
Interest
is paid
automatically removed
removed from from Trade
Trade Creditors
Creditors and
and deducted
100.00 E
deducted from
B1 the
from the bank balance.
IS-500
bank balance. All
3/26/2015
All 100.00 - 100.00
3/26/2015 PR Properties outstanding
Debit Orderinvoices
outstanding invoicesRentcan
can therefore
therefore bebe identified
identified byby aa blank
blank cell in
in the
the Payment
cell6,400.00 Payment
A Date
DateB1column.
column. IS-350 3/26/2015 5,614.04 785.96 6,400.00
3/31/2015 Example (Pty) Ltd Bank Statement Petty Cash Reimbursement 100.00 E B1 BS-399 3/31/2015 100.00 - 100.00
3/31/2015 Example (Pty) Ltd Bank Statement Petty Cash Reimbursement (100.00) E PC BS-399 3/31/2015 (100.00) - (100.00)
4/20/2015 Example (Pty) Ltd Transfer Inter Account Transfer (20,000.00) E B2 BS-399 4/20/2015 (20,000.00) - (20,000.00)
4/20/2015 Example (Pty) Ltd Transfer Inter Account Transfer 20,000.00 E B1 BS-399 4/20/2015 20,000.00 - 20,000.00
4/25/2015 Inland Revenue Return Sales Tax 1,300.00 E B1 BS-600 4/25/2015 1,300.00 - 1,300.00
4/26/2015 Example (Pty) Ltd Payroll Salaries 20,000.00 E B2 IS-365 4/26/2015 20,000.00 - 20,000.00
4/26/2015 Furniture City Invoice Furniture 3,000.00 A B1 BS-100 5/26/2015 2,631.58 368.42 3,000.00
4/26/2015 HP Finance Debit Order Capital repayment 220.00 E B1 BS-700 4/26/2015 220.00 - 220.00
4/26/2015 HP Finance Debit Order Interest paid 100.00 E B1 IS-500 4/26/2015 100.00 - 100.00
4/26/2015 PR Properties Debit Order Rent 6,400.00 A B1 IS-350 4/26/2015 5,614.04 785.96 6,400.00
4/29/2015 GF Supplies IN1179 Consumables 41.00 A PC IS-325 5/29/2015 35.96 5.04 41.00
5/1/2015 Training Inc Invoice Course 220.00 A B1 IS-385 5/31/2015 192.98 27.02 220.00
5/7/2015 City Lodge S50037 Accommodation 563.00 A B1 IS-390 5/7/2015 493.86 69.14 563.00
5/7/2015 Waltons Invoice Stationery 982.00 A B1 IS-370 6/6/2015 861.40 120.60 982.00
Page 28 of 37
Example (Pty) Ltd
431,740.73 412,785.50 18,955.23 431,740.73
6/26/2015 SA Airlines SA11235 Travel 1,782.00 A B1 IS-390 6/26/2015 1,563.16 218.84 1,782.00
7/17/2015 GF Supplies IN1181 Consumables 937.00 A B1 IS-325 8/16/2015 821.93 115.07 937.00
7/25/2015 ACC Institute M00321037 Annual Membership 2,000.00 A B1 IS-375 8/24/2015 1,754.39 245.61 2,000.00
Page 29 of 37
Example (Pty) Ltd
431,740.73 412,785.50 18,955.23 431,740.73
8/13/2015 XY Traders Invoice 9987 Commission 747.00 A B1 IS-320 9/12/2015 655.26 91.74 747.00
8/21/2015 JSE Brokers Remittance Share investment 3,750.00 E B1 BS-200 8/21/2015 3,750.00 - 3,750.00
8/31/2015 Inland Revenue Return Provisional Tax 2,600.00 E B1 IS-600 8/31/2015 2,600.00 - 2,600.00
9/13/2015 Training Inc Invoice Course 277.48 A B1 IS-385 10/13/2015 243.40 34.08 277.48
9/18/2015 Municipality Statement Rates 5,620.00 A B1 IS-395 9/18/2015 4,929.82 690.18 5,620.00
9/18/2015 QA Attorneys Invoice Legal advice 12,500.00 A B1 IS-360 9/18/2015 10,964.91 1,535.09 12,500.00
9/24/2015 XY Traders Invoice11203 Commission 4,242.00 A B1 IS-320 10/24/2015 3,721.05 520.95 4,242.00
Page 30 of 37
Example (Pty) Ltd
431,740.73 412,785.50 18,955.23 431,740.73
Page 31 of 37
Example (Pty) Ltd
431,740.73 412,785.50 18,955.23 431,740.73
12/17/2015 Newscorp M00353051 Subscriptions 120.00 A B1 IS-375 1/16/2016 105.26 14.74 120.00
1/26/2016 Training Inc Invoice Training 389.25 A B1 IS-385 1/31/2016 341.45 47.80 389.25
2/1/2016 IS Communications Invoice EXP33 Internet Service Provider 179.00 A B1 IS-380 157.02 21.98 179.00
2/11/2016 Waltons Invoice Stationery 289.00 A B1 IS-370 253.51 35.49 289.00
2/15/2016 IAS Accountants Invoice Bookkeeping 1,000.00 A B1 IS-305 877.19 122.81 1,000.00
Page 32 of 37
Example (Pty) Ltd
431,740.73 412,785.50 18,955.23 431,740.73
2/26/2016 DF Equipment Invoice Office equipment 10,000.00 A B1 BS-100 8,771.93 1,228.07 10,000.00
2/28/2016 Inland Revenue Return Provisional Tax 3,700.00 E B1 IS-600 2/28/2016 3,700.00 - 3,700.00
Page 33 of 37
Example (Pty) Ltd
Report ID Description Mar-2015 Apr-2015 May-2015 Jun-2015 Jul-2015 Aug-2015 Sep-2015 Oct-2015 Nov-2015 Dec-2015 Jan-2016 Feb-2016
IS-100 Income from Services 20,147.37 30,192.98 46,561.41 37,140.35 29,122.80 23,657.89 33,040.35 49,587.72 27,824.56 8,300.00 15,649.13 28,157.90
IS-200 Other Income - 3,771.93 - - - - - - - 16,421.05 - -
Total Income 20,147.37 33,964.91 46,561.41 37,140.35 29,122.80 23,657.89 33,040.35 49,587.72 27,824.56 24,721.05 15,649.13 28,157.90
Expenses
IS-305 Accounting Fees 877.19 877.19 877.19 877.19 877.19 877.19 877.19 877.19 877.19 877.19 877.19 877.19
IS-310 Advertising & Marketing - - - - - - - - - - - -
IS-315 Bank Charges 74.56 100.88 100.88 100.88 100.88 100.88 100.88 100.88 100.88 100.88 100.88 100.88
On
On this
this sheet:
sheet:
IS-320 Commission This - - - - - 655.26 3,721.05 - 861.40 843.86 450.88 -
This monthly
monthly income
income statement
statement and
and cash
cash flow
flow report
report isis automatically
automatically compiled
compiled based
based onon the
the
IS-325 Computer Expenses -
transactions
transactions that
that are35.96
are entered
entered on
on the -
the Income
Income and -
and Expenses
Expenses 821.93No
sheets.
sheets. No user input- is
user input is required
required on on- 54.39 - 53.51 - -
IS-330 Consumables & Cleaning this
this sheet.
- The
sheet. The monthly
monthly - reporting
reporting periods
-
periods are
are determined
-
determined based
based on - the
on the report
report start
-
start date
date that
that is
is- - - - - -
IS-335 Entertainment specified
- on
specified on the
the Set-up
Set-up- sheet
sheet and
and includes
includes
- 12
12 monthly
monthly
- periods.
periods. You
You
- can
can therefore- change
therefore change thethe- - - - - -
IS-340 Insurance reporting
298.25periods
reporting periods byby simply
simply changing
298.25 298.25the
changing the date
date in
in aa single
298.25single cell. Note
Note that
cell.298.25 that you can
can add
you298.25 add additional
additional
298.25 298.25 298.25 298.25 298.25 298.25
IS-345 Office Expenses expense
78.95 accounts
expense accounts by
by creating
76.32 creating the
the
57.02accounts
accounts on on the
the Accounts
96.49 sheet,
Accounts25.44sheet, inserting
inserting the
68.42the account
account78.95 191.23 89.47 84.21 92.11 65.79
IS-350 Office Rent
number
number on this sheet
5,614.04on this sheet
and
5,614.04
copying
and copying the formulas
the formulas
5,614.04
in the other columns
in the other5,614.04
5,614.04
from one
columns from5,614.04 of the existing
one of the existing
5,614.04 5,614.04 5,614.04 5,614.04 5,614.04 5,614.04
rows
rows- in in the
the Expenses
Expenses section.
section. -
IS-355 Postage - - - - - - - - - -
IS-360 Professional & Legal Fees - - - - - - 10,964.91 - - - - -
IS-365 Salaries & Wages 13,000.00 20,000.00 20,000.00 20,000.00 20,000.00 20,000.00 20,000.00 20,000.00 20,000.00 20,000.00 20,000.00 20,000.00
IS-370 Stationery - - 861.40 - 667.54 205.26 - 253.51 - 271.93 - 253.51
IS-375 Subscriptions & Memberships 419.30 - - - 1,754.39 - - - - 105.26 - -
IS-380 Telephone & Internet 157.02 157.02 157.02 157.02 157.02 157.02 157.02 157.02 157.02 157.02 157.02 157.02
IS-385 Training - - 192.98 - - - 243.40 - - - 341.45 -
IS-390 Travelling & Accommodation 175.44 - 493.86 1,563.16 - 1,121.05 - 1,655.26 - - - -
IS-395 Utilities - - - - - - 4,929.82 - - - - -
Total Expenses 20,694.75 27,159.66 28,652.64 28,707.03 30,316.68 29,097.37 46,985.51 29,201.77 27,998.25 28,406.15 27,931.82 27,366.68
IS-400 Depreciation - - - - - - - - - - - -
IS-500 Interest Paid 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00
IS-600 Taxation - - - - - 2,600.00 - - - - - 3,700.00
IS-700 Other Expenses - - - - - - - - - - - -
Net Profit (647.38) 6,705.25 17,808.77 8,333.32 (1,293.88) (8,139.48) (14,045.16) 20,285.95 (273.69) (3,785.10) (12,382.69) (3,008.78)
Page 34 of 37
Example (Pty) Ltd
Report ID Description Mar-2015 Apr-2015 May-2015 Jun-2015 Jul-2015 Aug-2015 Sep-2015 Oct-2015 Nov-2015 Dec-2015 Jan-2016 Feb-2016
Non-Cash Adjustments:
BS-150 Depreciation - - - - - - - - - - - -
BS-900 Movement in Reserves - - - - - - - - - - - -
Working Capital Changes

BS-300 Other Cash Balances (10.00) (13.00) 6.00 10.00 (21.00) 28.00 (10.00) 18.00 (6.00) (4.00) (4.00) 5.00
BS-400 Debtors 1,600.00 (13,020.00) (15,660.00) 7,740.00 27,140.00 (11,770.00) 13,770.00 (12,300.00) (6,220.00) 23,420.00 4,900.00 (8,600.00)
BS-500 Creditors (3,622.00) 2,742.00 (2,238.00) (803.00) 3,519.00 (2,717.00) 3,717.48 (4,347.48) 810.00 292.00 (939.00) 9,954.00
BS-600 Sales Tax Control 175.38 2,084.33 5,307.23 (4,719.32) 2,632.88 (4,561.52) 1,281.68 2,354.05 2,775.69 (7,277.90) 1,080.44 (517.29)
(1,856.62) (8,206.67) (12,584.77) 2,227.68 33,270.88 (19,020.52) 18,759.16 (14,275.43) (2,640.31) 16,430.10 5,037.44 841.71
Cash Flow from Operations (2,504.00) (1,501.42) 5,224.00 10,561.00 31,977.00 (27,160.00) 4,714.00 6,010.52 (2,914.00) 12,645.00 (7,345.25) (2,167.07)
Cash Flow from Investing Activities

BS-100 Property, Plant & Equipment Acquisitions - (2,631.58) - - - - - - - - - (8,771.93)
BS-200 Investments Acquired - - - - - (3,750.00) - - - - - -
- (2,631.58) - - - (3,750.00) - - - - - (8,771.93)
Cash Flow from Financing Activities
BS-700 Long Term Liabilities (220.00) (220.00) (220.00) (220.00) (220.00) (220.00) (220.00) (220.00) (220.00) 2,780.00 (220.00) 1,780.00
BS-800 Share Capital - - - - - - - - - - - -
(220.00) (220.00) (220.00) (220.00) (220.00) (220.00) (220.00) (220.00) (220.00) 2,780.00 (220.00) 1,780.00
Net Cash Movement (2,724.00) (4,353.00) 5,004.00 10,341.00 31,757.00 (31,130.00) 4,494.00 5,790.52 (3,134.00) 15,425.00 (7,565.25) (9,159.00)
Cash at beginning of period 4,400.00 1,676.00 (2,677.00) 2,327.00 12,668.00 44,425.00 13,295.00 17,789.00 23,579.52 20,445.52 35,870.52 28,305.27
Cash at end of period 1,676.00 (2,677.00) 2,327.00 12,668.00 44,425.00 13,295.00 17,789.00 23,579.52 20,445.52 35,870.52 28,305.27 19,146.27
Page 35 of 37
Example (Pty) Ltd Month: February
Annual Cash Flow Report 2/1/2016 2/1/2015
Annual Year To Date Monthly
Report ID Description Feb-2016 Feb-2015 Feb-2016 Feb-2015 Feb-2016 Feb-2015
IS-100 Income from Services 349,382.46 20,175.43 349,382.46 20,175.43 28,157.90 13,157.89
IS-200 Other Income 20,192.98 - 20,192.98 - - ###
Total Income 369,575.44 20,175.43 369,575.44 20,175.43 28,157.90 13,157.89
Expenses
IS-305 Accounting Fees 10,526.28 - 10,526.28 - 877.19 -
IS-310 Advertising & Marketing - - - - - ###
IS-315 Bank Charges 1,184.24 - 1,184.24 - 100.88 -
IS-320 Commission 6,532.45 - On
On this
this sheet:
sheet:
6,532.45 - - ###
IS-325 Computer Expenses
This
This annual
annual income
income statement and- cash
965.79 statement and cash flow
flow report
report is
is automatically
965.79 automatically calculated
calculated
-
based
based on on- ###
the
the transactions
transactions-that that are
are entered
entered- on
on the
the Income
Income andand- Expenses
Expenses sheets.
sheets. No user input is
IS-330 Consumables & Cleaning - No user input is- ###
therefore
therefore required
required on on this
this sheet.
sheet. The
The annual
annual reporting
reporting periods
periods are
are determined
determined based
based on on the
the
IS-335 Entertainment report - - - - - ###
report start
start date
date and
and year
year end
end date
date input
input cells
cells on
on the
the Set-up
Set-up sheet.
sheet. The
The report
report includes
includes an an
IS-340 Insurance annual, year3,579.00
annual, year to
to date
date and
and monthly -
monthly income
income statement3,579.00
statement and
and cash
cash flow -
flow report.
report. The
The year to298.25
year to date
date -
IS-345 Office Expenses and monthly1,004.40
and monthly reports
reports can
can be -
be amended
amended by simply1,004.40
by simply selecting
selecting the -
the appropriate
appropriate month from65.79
month from the
the -
IS-350 Office Rent list
list box
box in
in cell
cell H1.
67,368.48 H1. Additional
Additional expense
-expense accounts can
67,368.48
accounts can also
also bebe added
added- to
to this
this sheet.
5,614.04
sheet. -
IS-355 Postage - - - - - ###
IS-360 Professional & Legal Fees 10,964.91 - 10,964.91 - - ###
IS-365 Salaries & Wages 233,000.00 - 233,000.00 - 20,000.00 -
IS-370 Stationery 2,513.15 - 2,513.15 - 253.51 -
IS-375 Subscriptions & Memberships 2,278.95 - 2,278.95 - - ###
IS-380 Telephone & Internet 1,884.24 - 1,884.24 - 157.02 -
IS-385 Training 777.83 - 777.83 - - ###
IS-390 Travelling & Accommodation 5,008.77 - 5,008.77 - - ###
IS-395 Utilities 4,929.82 - 4,929.82 - - ###
Total Expenses 352,518.31 - 352,518.31 - 27,366.68 -
IS-400 Depreciation - - - - - ###

IS-500 Interest Paid 1,200.00 - 1,200.00 - 100.00 -
IS-600 Taxation 6,300.00 - 6,300.00 - 3,700.00 -
IS-700 Other Expenses - - - - - ###
Net Profit 9,557.13 20,175.43 9,557.13 20,175.43 (3,008.78) 13,157.89
Non-Cash Adjustments:
BS-150 Depreciation - - - - - ###
BS-900 Movement in Reserves - - - - - ###
Working Capital Changes

BS-300 Other Cash Balances (1.00) 4,400.00 (1.00) 4,400.00 5.00 4,400.00
BS-400 Debtors 11,000.00 (23,000.00) 11,000.00 (23,000.00) (8,600.00) (15,000.00)
BS-500 Creditors 6,368.00 626.32 6,368.00 626.32 9,954.00 626.32
BS-600 Sales Tax Control 615.65 2,198.25 615.65 2,198.25 (517.29) 1,215.79
17,982.65 (15,775.43) 17,982.65 (15,775.43) 841.71 (8,757.89)
Cash Flow from Operations 27,539.78 4,400.00 27,539.78 4,400.00 (2,167.07) 4,400.00
Cash Flow from Investing Activities

BS-100 Property, Plant & Equipment Acquisitions (11,403.51) - (11,403.51) - (8,771.93) -
BS-200 Investments Acquired (3,750.00) - (3,750.00) - - ###
(15,153.51) - (15,153.51) - (8,771.93) -
Cash Flow from Financing Activities

BS-700 Long Term Liabilities 2,360.00 - 2,360.00 - 1,780.00 -
BS-800 Share Capital - - - - - ###
2,360.00 - 2,360.00 - 1,780.00 -
Net Cash Movement 14,746.27 4,400.00 14,746.27 4,400.00 (9,159.00) 4,400.00
Cash at beginning of period 4,400.00 - 4,400.00 - 28,305.27 -
Cash at end of period 19,146.27 4,400.00 19,146.27 4,400.00 19,146.27 4,400.00
Page 36 of 37
Example (Pty) Ltd
Balance Sheet
Account Description Feb-2015 Mar-2015 Apr-2015 May-2015 Jun-2015 Jul-2015 Aug-2015 Sep-2015 Oct-2015 Nov-2015 Dec-2015 Jan-2016 Feb-2016
Assets
BS-100 Property, Plant & Equipment 9,445.00 9,445.00 12,076.58 12,076.58 12,076.58 12,076.58 12,076.58 12,076.58 12,076.58 12,076.58 12,076.58 12,076.58 20,848.51
BS-200 Investments 6,000.00 6,000.00 6,000.00 6,000.00 6,000.00 6,000.00 9,750.00 9,750.00 9,750.00 9,750.00 9,750.00 9,750.00 9,750.00
BS-DEBTORS Trade Debtors 23,000.00 21,400.00 34,420.00 50,080.00 42,340.00 15,200.00 26,970.00 13,200.00 25,500.00 31,720.00 8,300.00 3,400.00 12,000.00
BS-400 Other Debtors - - - - - - - - - - - - -
BS-BANK Bank 4,400.00 1,676.00 (2,677.00) 2,327.00 12,668.00 44,425.00 13,295.00 17,789.00 23,579.52 20,445.52 35,870.52 28,305.27 19,146.27
BS-PCASH Petty Cash 200.00 210.00 223.00 217.00 207.00 228.00 200.00 210.00 192.00 198.00 202.00 206.00 201.00
BS-300 Other Cash Accounts - - - - - - - - - - - - -
Total Assets 43,045.00 38,731.00 50,042.58 70,700.58 73,291.58 77,929.58 62,291.58 53,025.58 71,098.10 74,190.10 66,199.10 53,737.85 61,945.78
On
Onthis
thissheet:
sheet:
This
This monthly
monthly balance
balance sheet
sheet is
is automatically
automatically calculated
calculated based
based on
on the
the transactions
transactions that
that
Equity & Liabilities are
are entered
entered on on the
the Income
Income and
and Expenses
Expenses sheets.
sheets. No
No user
user input
input is
is required
required onon this
this
BS-800 Share Capital sheet.
sheet. All
100.00All transactions
100.00are
transactions are allocated
allocated according
according to
100.00 to the
the default
100.00 default balance
100.00 sheet
balance sheet report
report
100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00
BS-RETAINED Retained Earnings - Previous Period categories.
categories.
21,485.00 The
The monthly
monthly reporting
21,485.00 reporting periods
periods are
21,485.00 are determined
determined based
21,485.00 based on
on the
21,485.00 the report
report start
start
21,485.00 21,485.00 21,485.00 21,485.00 21,485.00 21,485.00 21,485.00 21,485.00
BS-PROFIT Retained Earnings - Current Period - (647.38)date
date input
input cell
cell on
6,057.87on the
the Set-up
Set-up sheet.
sheet. 32,199.96
23,866.64 30,906.08 22,766.60 8,721.44 29,007.39 28,733.70 24,948.60 12,565.91 9,557.13
BS-900 Reserves - - - - - - - - - - - - -
BS-700 Long Term Liabilities 15,200.00 14,980.00 14,760.00 14,540.00 14,320.00 14,100.00 13,880.00 13,660.00 13,440.00 13,220.00 16,000.00 15,780.00 17,560.00
BS-CREDITORS Trade Creditors 5,100.00 1,478.00 4,220.00 1,982.00 1,179.00 4,698.00 1,981.00 5,698.48 1,351.00 2,161.00 2,453.00 1,514.00 11,468.00
BS-500 Other Creditors - - - - - - - - - - - - -
BS-600 Sales Tax Control 1,160.00 1,335.38 3,419.71 8,726.94 4,007.62 6,640.50 2,078.98 3,360.66 5,714.71 8,490.40 1,212.50 2,292.94 1,775.65
Total Equity & Liabilities 43,045.00 38,731.00 50,042.58 70,700.58 73,291.58 77,929.58 62,291.58 53,025.58 71,098.10 74,190.10 66,199.10 53,737.85 61,945.78
Page 37 of 37

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Basic Accounting Sample

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The following sheets are included in this template:

New bank accounts

Recording Transactions - Income

Recording Transactions - Expenses

Recording Transactions - Transfers between Bank Accounts

Monthly Income Statement & Cash Flow Report

Annual Income Statement & Cash Flow Report

Roll Forward for Subsequent Financial Periods

Help & Customization

Business Name Example (Pty) Ltd

Sales Tax Percentage 14.0%

Input Error Codes

Working Capital Changes

Cash Flow from Investing Activities

IS-400 Depreciation - - - - - ###

Net Profit 9,557.13 20,175.43 9,557.13 20,175.43 (3,008.78) 13,157.89

Working Capital Changes

Cash Flow from Investing Activities

Cash Flow from Financing Activities

Net Cash Movement 14,746.27 4,400.00 14,746.27 4,400.00 (9,159.00) 4,400.00

Cash at beginning of period 4,400.00 - 4,400.00 - 28,305.27 -

Cash at end of period 19,146.27 4,400.00 19,146.27 4,400.00 19,146.27 4,400.00

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